Title:Administrative Assistant M/W Company:Ipsen Pharma (SAS) About Ipsen: Ipsen is a mid-sized global biopharmaceutical company with a focus on transformative medicines in three therapeutic areas: Oncology, Rare Disease and Neuroscience. Supported by nearly 100 years of development experience, with global hubs in the U.S., France and the U.K, we tackle areas of high unmet medical need through research and innovation. Our passionate teams in more than 40 countries are focused on what matters and endeavor every day to bring medicines to patients in 88 countries. We build a workplace that champions human-centric leadership and fosters a culture of collaboration, excellence and impact. At Ipsen, every individual is empowered to be their true selves, grow and thrive alongside the company’s success. Join us on our journey towards sustainable growth, creating real impact on patients and society! For more information, visit us at https://www.ipsen.com/ and follow our latest news on LinkedIn and Instagram. Job Description: The Administrative Assistant will provide comprehensive support to the Intellectual Property (IP) team in managing its administrative and budget activities. The role involves end-to-end ownership of delegated tasks, ensuring smooth coordination of internal processes, vendors, and external counsels, while maintaining high standards of accuracy and confidentiality. Key Responsibilities Provide Administrative Support for the IP Team Manage vendors and outside counsels in the follow-up of cost reports (e.g., request quotations on a recurring basis from suppliers and agents, and send billing guidelines). Facilitate document signatures as required. Document parallel import cases by scanning physical samples and updating the dedicated tracking spreadsheet. Assist with the Management of Budgetary Processes Support the management of outside counsels and vendor relations. Set up new vendors or reactivate vendor profiles in the internal system. Assist with tasks related to the Patent and Trademark budget, including monthly updates to the budget spreadsheet. Contribute to the annual budget preparation: draft worksheets, gather input from attorneys, and compile data. Handle invoice-related tasks, including follow-up on statements of account received from vendors. Work with SAP and the accounting department to resolve invoicing issues. Assist in creating and following up purchase orders (goods receipt) within the Ipsen system. Help establish price lists with agents for IP formalities (e.g., filing fees). Participate in the implementation of e-invoicing solutions. Provide Organizational Support to the IP Team Assist in managing IP tools (e.g., CPA, subscriptions). Manage file organization: ordering, returning, scanning, sorting, and archiving patent and trademark certificates. Coordinate departmental activities and serve as a liaison between the IP team and internal/external contacts. Support the organization of IP group meetings (IP Seminars, Global IP Team meetings, patent attorney meetings, etc.): manage agendas, produce minutes, and ensure timely distribution of materials. Coordinate IP team members’ travel arrangements, reimbursements, and address real-time travel issues. Organize conference registrations and membership renewals for professional associations. Book conference rooms and coordinate both on-site and off-site meetings in collaboration with other administrative staff across international locations. Maintain and update key group documents such as the IP team roster, roles, and responsibilities. Assist in the management and organization of the IP Group SharePoint site. Profile Executive Assistant diploma or equivalent, or experience/diploma in paralegal studies. Proven proficiency with office software and digital tools. Strong digital fluency and attention to detail French & english : fluent Nous nous engageons à créer un lieu de travail où chacun se sent écouté, valorisé et soutenu, où nous incarnons « The Real Us*». La valeur que nous accordons aux différentes perspectives et expériences motive notre engagement en faveur de l'inclusion et de l'égalité des chances. Lorsque nous intégrons des modes de pensée diversifiés, nous prenons des décisions plus réfléchies et découvrons des solutions plus innovantes. Ensemble, nous nous efforçons de mieux comprendre les communautés que nous servons. Cela signifie que nous voulons également vous aider à donner le meilleur de vous-même lorsque vous postulez à un poste chez nous. Si vous avez besoin d'aménagements ou d'aide pendant le processus de candidature, veuillez en informer l'équipe de recrutement. Ces informations seront traitées avec soin et n'auront aucune incidence sur le résultat de votre candidature. *Soyons nous-même At Ipsen, each employee makes a real impact. Our teams are passionate about what they do because they care about making a difference in patients’ lives. We invest in our employees to support life-changing projects that create positive impact for patients and society. Introduce yourself to our recruiters and we'll get in touch if there's a role that seems like a good match. Learn more about careers with us